Notifications

HqO Visitor Management notifications deliver branded email and text communications that set expectations for guests and keep hosts informed throughout the visit lifecycle.

How notifications work

Notifications are sent to two audiences: visitors receive invitations, modifications, cancellations, and reminders, while hosts receive confirmations and status updates. Each message is delivered by email, text, or both, and adapts to the visit's configuration.

Key capabilities include:

• Branded email invitations with complete visit details and host information.
• Customizable host notes that guide the visitor experience.
• Automatic translation to the building's primary language.
• Visual indicators that highlight changes to visit details.

Visitor notifications

These messages are sent to the guest before and during their visit.

Notification	Trigger	Channels	Details
Visitor Invitation	Host invites a visitor	Email and text	Includes visit details, host information, and customizable host notes. Adapts to the four access configurations below.
Visitor Invitation Modified	Host edits the date or time of a visit	Email	Shows clear visual indicators of the changed details. Separate formats exist for single-day and multi-day visits.
Visitor Invitation Cancelled	Host or building cancels the visit	Email	Notifies the visitor that the visit is cancelled.
Visitor Reminder	Day of the visit	Email	Includes the QR code for that day. Sent at 8am, unless the visit starts earlier, in which case it is sent 1 hour before the start time.

The Visitor Invitation adapts to four access configurations:

Configuration	QR code	Front desk
With QR, bypass front desk	Included	Bypassed
With QR, check-in at front desk	Included	Check-in required
No QR, bypass front desk	Not included	Bypassed
No QR, check-in at front desk	Not included	Check-in required

A separate invitation format is available for multi-day visits.

Host notifications

These messages keep the host informed about their guest's status.

Notification	Trigger	Channels
Visitor Invitation Confirmation	Visitor receives the invitation	Email and text
Visitor Checked-In	A building guard checks in the visitor, or the visitor bypasses the desk and scans their QR code	Email and text
Visitor Invitation Cancelled	The visit is cancelled	Email and text
Day Pass Request	An employee requests a day pass from the building	Email
Day Pass Denied	The host denies a visitor pass	Email

Roles

Role	Responsibility
Visitor	Receives invitations, modifications, cancellations, and reminders.
Host	The employee inviting the visitor. Receives confirmations and check-in notifications.
Building Guard	Checks in the visitor and notifies the host.
Employee	Can request day passes from the building.

Configurable options

When setting up notifications, you can control how each invitation is delivered:

• QR code: Choose whether the invitation includes a QR code.
• Check-in method: Choose whether the visitor bypasses the front desk or checks in at the desk.
• Visit duration: Support single-day or multi-day visits.
• Custom notes: Add host notes to guide the visitor experience.
• Language: Notifications are automatically translated to the building's primary language.

To configure these options, return to Visitor Management.